Privacy policy

1. Who we are

Meeting Registration Support Limited (company number 17426231), registered office 2nd Floor College House, 17 King Edwards Road, London, HA4 7AE, United Kingdom, is the data controller for the personal information described in this policy.

Data protection contact: info@meetingregistrationsupport.com. Data protection matters are handled by the company's director-level data protection contact, reachable at that address. If registration with the Information Commissioner's Office becomes required for our processing, we will register and publish the reference here.

2. Information we collect

• Enquiry details: your name, company or organisation, email address, telephone number and the description of your request that you enter into our form, plus the date and the IP address the submission came from.
• Engagement information: the information you choose to send us so that we can carry out the administrative work, together with our correspondence with you.
• Billing information: invoice records and payment confirmations. We do not receive or store full payment card numbers.
• Technical information: standard server log entries created by our hosting provider, such as IP address, date, requested page and user agent.

Please send us only the information needed for the work. Do not include payment card details, passwords, or special category data (such as health information) unless we have specifically asked for it and explained why it is necessary.

3. Why we use it and our legal basis

Purpose	Legal basis
Responding to your enquiry and discussing scope and fees	Legitimate interests (responding to a request you made)
Carrying out the agreed administrative work	Performance of our contract with you
Issuing invoices and keeping accounting records	Legal obligation and performance of contract
Keeping our website and records secure, including spam protection	Legitimate interests (security of our systems)
Handling complaints, disputes or legal claims	Legitimate interests and legal obligation

We do not use your information for automated decision-making or profiling, and we do not send marketing emails unless you have asked us to.

4. Who we share it with

We share personal information only where it is necessary, and only with:

• our website hosting and email providers, who process data on our instructions;
• our invoicing or payment provider, in order to issue and reconcile an invoice;
• our accountants and, where required, professional advisers;
• recipients named in your instructions, where sending your documentation to them is the whole point of the work you engaged us to do;
• anyone we are legally required to disclose to.

How disclosure happens. Information is disclosed only by encrypted (HTTPS/TLS) connections to our providers' systems, by email between named business addresses, or on paper by tracked post where a recipient requires it. We disclose the minimum necessary for the purpose, under written terms that require our providers to keep it confidential and use it only on our instructions. We never sell personal information, and we never share it for advertising. The categories of provider involved are our website host, our business email provider and our invoicing provider; we will name the specific provider for any disclosure that concerns you on request.

5. How long we keep it

• Enquiries that do not become engagements: up to 12 months, then deleted.
• Engagement and correspondence records: up to 6 years after the engagement ends, to cover potential queries or claims.
• Accounting and invoice records: 6 years plus the current financial year, as required by UK law.
• Server and enquiry logs: retained for up to 90 days, then deleted or overwritten.

6. Security practices that safeguard your information

We apply access controls, encrypted connections (HTTPS), spam and anti-forgery protection on our enquiry form, and the principle of collecting only what we need. Our staff access client information only where necessary for the work. No system can be guaranteed perfectly secure, but if a breach occurred that was likely to affect your rights we would notify you and the Information Commissioner's Office as required by law.

7. International transfers

Our providers may process data outside the UK. Where that happens we rely on UK adequacy regulations or approved safeguards such as the International Data Transfer Agreement or Addendum. Our website and email data is held on servers located in the United Kingdom or the European Economic Area.

8. Your rights

Under UK data protection law you may ask us to: give you a copy of your information; correct it; delete it; restrict or object to our use of it; transfer it to another provider where applicable; or withdraw consent where consent was our basis. Exercising these rights is free, and we will respond within one month.

To make a request, email info@meetingregistrationsupport.com. We may ask you to confirm your identity so that we do not disclose information to the wrong person.

9. Contact and complaints

Please contact us first if you are unhappy with how we have handled your information — we would like the chance to put it right. You also have the right to complain to the Information Commissioner's Office (ico.org.uk), the UK supervisory authority for data protection.

10. Changes to this policy

If we change this policy we will update the date below and, where the change is significant, tell affected clients directly.

Last updated: 4 September 2026